BY JAGANNNATH JAGARANGA

MICROSOFT OFFICE OR PACKAGE

Introduction:

• Microsoft Office (MS Office) is a collection of applications that help people

complete tasks on a computer, such as creating and editing documents,
working with data, and making presentations.
• Microsoft Office, or simply Office, is a family of client software, server
software, and services developed by Microsoft.
Microsoft office contains parts:

1. Microsoft Word (Word processor program)

2. Microsoft Excel (Spreadsheet program)
3. Microsoft PowerPoint (Presentation program)
4. Microsoft Access (Database management system)
5. Microsoft Outlook(Email client)
6. Desktop publishing app (Publisher)

MICROSOFT WORD

Introduction:
• Microsoft Word is a word processor software or Program developed by
Microsoft. It was first released on October 25, 1983.
• Invented Microsoft Word Software developers are Richard Brodie and
Charles Simonyi.
• The first version of Microsoft Word was developed by Charles Simonyi and
Richard Brodie, former Xerox programmers hired by Bill Gates and Paul
Allen in 1981.
• Other names : Multi-Tool Word
• Uses of Microsoft Word to create professional-quality documents, such as
letters, reports, resumes, certificates, templates and bills.
• File Extension or Type of File: .docx
How to open Microsoft Word:
1. Start Button> All Program > Microsoft Office>Microsoft word
2. Shortcut : Win + R : Winword
3. Search in Start Button : Word
The components of Microsoft Word:
1.Title bar : Document and Software/Program name
2.Menu/Tab bar : Collection of Groups
: Active Menu/Tab : ALT or F10
3.Quack access toolbar : The Quick Access Toolbar is a collection of shortcuts to
the features, options, commands.
4.Status bar : Some status about present program
5.Ribbon : Collection of Menus/Tabs
• Hide/Unhide : Ctrl+F1
6.Group : Collection of options and objects like., (E.g., Save, New, Open)
7.Horizontal ruler :
8.Vertical ruler :
9.Minimize : Win + D
10.Maximize : Win +
11.Restore : Win +
12.Close : Alt + F4

All Shortcut Keys:

Ctrl+0 Toggle 6pts of spacing above the paragraph.
Ctrl+A Select all page contents.
Ctrl+B Bold highlighted selection.
Ctrl+C Copy selected text.
Ctrl+D Open the font preferences window.
Ctrl+E Align the line or selected text to the center of the screen.
Ctrl+F Open find box.
Ctrl+I Italic highlighted selection.
Ctrl+J Align the selected text or line to justify the screen.
Ctrl+K Insert a hyperlink.
Ctrl+L Align the line or selected text to the left of the screen.
Ctrl+M Indent the paragraph.
Ctrl+N Open new, blank document window.
Ctrl+O Open the dialog box or page for selecting a file to open.
Ctrl+P Open the print window.
Ctrl+R Align the line or selected text to the right of the screen.
Ctrl+S Save the open document. Like Shift+F12.
Alt+F, A Save the document under a different file name (save as).
Alt+X Show the Unicode code of a highlighted character.
Ctrl+T Create a hanging indent.
Ctrl+U Underline the selected text.
Ctrl+V Paste.
Ctrl+W Close the currently open document.
Ctrl+X Cut selected text.
Ctrl+Y Redo the last action performed.
Ctrl+Z Undo last action.
Ctrl+Alt+D Insert endnote into document.
Ctrl+Alt+F Insert a footnote into a document.
Ctrl+Alt+N Switch to the draft view.
Ctrl+Alt+O Switch to the outline view.
Ctrl+Alt+P Switch to the print view.
Ctrl+Alt+S Toggles between normal and split mode.
Ctrl+Shift+→ Select the word to the right.
Ctrl+Shift+← Select the word to the left.
Ctrl+Shift+A Sets the selected text to all capital letters.
Ctrl+Shift+D Adds double underline to the selected text.
Ctrl+Shift+E Enable or disable revision tracking.
Ctrl+Shift+F Open Font window to change the font.
Ctrl+Shift+L Quickly create a bullet point.
Ctrl+Shift+> Increase selected font +1pts up to 12pt or lower; if above 12, increases font
+2pts.
Ctrl+] Increase selected font +1pts.
Ctrl+Shift+< Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by -2pt.
Ctrl+[ Decrease selected font -1pts.
Ctrl+C+/ Insert a cent sign (¢).
Ctrl+Shift+8 View or hide non-printing characters.
Ctrl+← Move the cursor one word to the left.
Ctrl+→ Move the cursor one word to the right.
Ctrl+↑ Move the cursor to the beginning of the line or paragraph.
Ctrl+↓ Move the cursor to the end of the paragraph.
Ctrl+Del Delete word to right of cursor.
Ctrl+Backspace Delete word to left of cursor.
Ctrl+End Move the cursor to the end of the document.
Ctrl+Home Move the cursor to the beginning of the document.
Ctrl+Spacebar Removes all formatting on highlighted text.
Ctrl+Shift+space Creates hard space.
Ctrl+Enter Insert a page break.
Ctrl+1 Single-space lines.
Ctrl+2 Double-space lines.
Ctrl+5 1.5-line spacing.
Ctrl+= Set selected text as subscript.
Ctrl+PgUp Move one full page up in the document.
Ctrl+PgDn Move one full page down in the document.
Ctrl+Shift+= Set selected text as superscript.
Ctrl+Alt+T Insert trademark (TM) symbol.
Ctrl+Alt+1 Changes text to heading 1.
Ctrl+Alt+2 Changes text to heading 2.
Ctrl+Alt+3 Changes text to heading 3.
Ctrl+Alt+F2 Open new document.
Ctrl+F1 Show / hide the Ribbon or Task Pane.
Ctrl+F2 Display the print preview.
Ctrl+F3 Copy the selected text or graphic into Spike.
Ctrl+F9 Create a new field code formatting marks in Microsoft Word.
Ctrl+F12 Opens document.
Ctrl+Shift+F3 Paste anything copied into Spike.
Ctrl+Shift+F5 Open bookmark window to view and edit bookmarks.
Ctrl+Shift+F6 Switch to another open Microsoft Word document.
Ctrl+Shift+F9 Unlink a linked field or text.
Ctrl+Shift+F12 Print the document.
F1 Open help.
F4 Repeat the last action performed (Word 2000+).
F5 Open the Find, Replace, and Go To window in Microsoft Word.
F7 Spellcheck and grammar check selected text or document.
Alt+F7 Finds the next spelling or grammatical error after text cursor position.
F12 Save As.
Shift+F3 Change the text in Microsoft Word from uppercase to lowercase or a capital
letter at the beginning of every word.
Shift+F7 Run a Thesaurus check on the selected word.
Shift+F12 Save the open document. Like Ctrl+S.
Shift+Enter Create a soft break instead of a new paragraph.
Shift+PgUp Highlights all text above current text cursor position or a page length of text
above current position.
Shift+PgDn Highlights a text below current text cursor position or a page length of text below
active cells.
Ctrl+Shift+End Highlight all text from current text cursor position to end of document.
Ctrl+Shift+Home Highlight all text from current text cursor position to beginning of
document.
Shift+Tab Removes indents on the selected line.
Shift+Insert Paste text from clipboard.
Alt+Shift+D Insert the current date field code.
Alt+Shift+T Insert the current time field code.
Alt+F9 Hides and shows field codes.
Alt+F10 Hides and shows the Selection pane.
Windows key+F4 Repeats last typed text.
 Microsoft Excel
What is Microsoft Excel?
• Microsoft Excel is a spreadsheet application or program developed by
Microsoft.
• It features calculation or computation capabilities, graphing tools, pivot
tables.
• Excel forms part of the Microsoft 365 suite of software.
• Microsoft excel is used for summarize data, organize data, analyze data,
Data management, chart data, data entry and Mathematical functions.
• Microsoft Excel file extension is: (.xlsx)
How To Open Microsoft Excel:
1. Start Button> All Program > Microsoft Office>Microsoft word
2. Win + R = Excel
3. Search in windows (start button) = Excel
The components of Microsoft Excel:
1.Title bar: File/Book name and Program name
2.Menu/Tab bar : Collection of Groups
• Active Menu/Tab : ALT or F10
3.Quack access toolbar : The Quick Access Toolbar is a collection of
shortcuts to the features, options, commands.
4.Ribbon: Collections of Menu/Tabs
• Hide/Unhide : Ctrl+F1
5.Group : Collection of options and objects
6.Name box : Column and Row name
• Rows : Row numbers ranges from 1 to 1048576
• Column : Columns ranges from A to XFD; in total 16384 columns.
7.Formula Bar: add text, Edit text and formula
8.Status bar: Some status about present program
9.Tab Sheets area/Worksheet: displaying the worksheet that is currently been
edited by the user.
10.Horizontal ruler:
11.Vertical ruler:
12.Minimize : Win + D
13.Maximize : Win +
14.Restore : Win +
15.Close : Alt + F4
 16.Worksheet : A worksheet is a collection of cells where you keep and
manipulate the data.
17.Workbook : A workbook is a file that contains one or more worksheets.

Some related Keys in keyboard:

• Tab : Tab Keys used for formula active and next column.
• = (equal to) : Equal to keys is used for start the function and formula.
• Enter : Enter keys is used for to calculate and next row.
• Array Keys : Array keys is used for to move four directions.

Most Useful Shortcut Keys for Excel:

DESCRIPTION KEYS
Current Date Ctrl +;
Current Time Ctrl+ Shift +;
Row Hide Ctrl + 9
Row Unhide Ctrl + Shift + (
Column Hide Ctrl + 0
Column Unhide Ctrl+ Shift +)
Delete Row Ctrl + -
Insert Ctrl + + And Ctrl + Shift
++
Select The Entire Column. Ctrl + Space
Select The Entire Row. Shift + Space
AutoFit Column Width Alt + H + O+ I
AutoFit Column Width Alt + H + O+ A
Microsoft Excel Help F1
Edit/Show Formula F2
Paste Name F3
Go To F5
Switches between the worksheet, ribbon F6
Spelling Check F7
Extend Mode/Select Cell Active F8
Recalculates formulas in a specific cell or range of F9
cells.
Activate Menu Bar F10
Creates a chart from the selected cell F11
Save As F12
To Recalculate All Workbooks Ctrl+Alt+F9
Switch To the Next Workbook Ctrl + F6
Next Pane Shift + F6
Format Cells Dialog Box Ctrl + 1
Windows Close Ctrl + W
Show / Hide the Excel Ribbon. Ctrl + F1
Switch To the Next Open Excel Workbook Ctrl + Tab
Switch To the Next Worksheet. Ctrl + Pgdown
Switch To the Previous Sheet Ctrl + Pgup
Open The "Go To" Dialog Ctrl + G OR F5
Return To The 1st Cell of The Current Row in A Home
Worksheet.
Move To the Beginning of a Worksheet (A1 Cell). Ctrl + Home
Move To the Last Used Cell of The Current Ctrl + End
Worksheet
Autocomplete The Function Name Tab
Convert Selected Cells to A Table. Ctrl + T
Insert Formula Ctrl + ‘
To close Excel Ctrl + F4
Auto Sum Alt + =
Filter Ctrl + Shift +L
Print Preview Ctrl+F2
Select the current region around the active cell Ctrl+ Shift+ *
Format a cell as a date CTRL + SHIFT + #
Displays or hides the ribbon Ctrl+F1
To duplicate the object, text, or formula. Ctrl + D
 MICROSOFT POWERPOINT

What is Microsoft PowerPoint?

• Microsoft PowerPoint is an application software.
• Microsoft PowerPoint is a commercial presentation program developed by
Microsoft.
• Microsoft PowerPoint release date: May 22,1990
• Microsoft PowerPoint is used for to organize and format slides or make
projects and presentations.
• File Extension or Type of File: .ppt
How To Open Microsoft PowerPoint:
1.Start Button> All Program > Microsoft Office>Microsoft PowerPoint
2.Win + R = Powerpnt
3.Search in windows (start button) = PowerPoint
The components of Microsoft PowerPoint:
1.Title bar : Presentation name and Software name
2.Menu/Tab bar : Collection of Groups
• Active Menu/Tab : ALT or F10
3.Status bar: Some status about present program
4.Quack access toolbar : The Quick Access Toolbar is a collection of
shortcuts to the features, options, commands.
5.Ribbon: Collections of Menu/Tabs
• Hide/Unhide : Ctrl+F1
6.Group : Collection of options and objects
7.Horizontal ruler:
8.Vertical ruler:
9.Minimize : Win + D
10.Maximize : Win +
11.Restore : Win +
12.Close : Alt + F4
Important Shortcuts Key:
Shortcut Function
F1 Displays the Help menu
F5 Start presentation mode from the first slide
Shift + F5 Start presentation mode from the current slide
F7 Double-check spellings
Alt or F10 Select the active tab on the ribbon
Ctrl + M Insert a new slide
Ctrl + R Refresh/Reloads or updates the current page
Ctrl + T Bring up the Font dialog box.
Ctrl + D Duplicate the selected object or a slide by pressing
Alt + F2 or F12 Open the Save As dialog box
Ctrl + W or Ctrl + F4 Close a presentation
Ctrl + Q Save and close a presentation
Ctrl + F2 Print Preview View
Alt + H Go to the Home
Alt + N Access the Insert tab
Alt + G Go to the Design tab
Alt + K Go to the Transitions tab
Alt + A Go to the Animations tab
Alt + S Go to the Slide Show tab
Alt + R Open the Review tab
Alt + W Go to the View tab
Alt + X Go to the Add-ins tab
Alt + Y Go to the Help tab
Ctrl + Tab Switch between open presentations
Esc Close Running Slides
Tab or Shift+Tab Move the focus to commands on the ribbon.
Home Return to the beginning of the slide
End Go to the end of the slides
PgDn Go to the next slide
PgUp Go back to the previous slide
Shift + Insert Paste the text, object, or slide that has been selected
Shift+F10 Open context menu
Delete Deletes the text, item, or slide that has been selected
Ctrl + D Duplicate Slide
Shift+F9 Show or hide the grid
 MICROSOFT ACCESS

What is Microsoft Access?

• Microsoft Access is an application software.
• Microsoft Access is a database management system program developed by
Microsoft.
• Release date: November 13, 1992
• Microsoft Access is a database management tool that helps users store
data, organize data, and analyze information or create a database,
add/change delete data, sort data, retrieve data, create forms, table and
reports.
• It's a tool for creating and managing databases, and is used for business
applications, information management.
• File Extension or Type of File: .accdb
How To Open Microsoft Access:
1.Start Button> All Program > Microsoft Office>Microsoft Access
2.Win + R = msaccess
3.Search in windows (start button) = Access
The components of Microsoft Access:
1.Title bar : Database name and Software name
2.Menu/Tab bar : Collection of Groups
• Active Menu/Tab : ALT or F10
3.Status bar: Some status about present program
4.Quack access toolbar : The Quick Access Toolbar is a collection of
shortcuts to the features, options, commands.
5.Ribbon: Collections of Menu/Tabs
• Hide/Unhide : Ctrl+F1
6.Group : Collection of options and objects
7.Horizontal ruler:
8.Vertical ruler:
9.Minimize : Win + D
10.Maximize : Win +
11.Restore : Win +
12.Close : Alt + F4

Some Important Terms:

1.Database: A database is collection of data organized in a manner that allows
access, retrieval and use of that data.
2. Database objects:
• Tables :To store data in rows and columns.
• Forms: To view, add, and update data in tables.
• Queries: To find and retrieve just the data that you want.
• Reports: To analyze, summarize or print data in a specific layout.
3. It consists of Rows(Records) and Columns(Fields) format table.
• Field – One column of a Table common to all the records
• Record – One row of a Table containing all data about a particular entry
• Table – One set of related data
• Database – Structured collection of related Tables
4. In Microsoft Access consists of Data Types format.
5. Design view : A design view provides access to create or modify tables, forms,
or any other database objects. Whereas in datasheet view all these functions
cannot be seen easily.
6. Datasheet view : Datasheet view allows data entry and editing, only data can
be edited. The format of the data cannot be changed.
7.Primary Key( Unique Records ): It's important that each Table has a way to keep
records unique. We can do this by setting one field (column) to be a Primary Key
field.
8. The type of data stored in a field (Data Type). In this workshop we use:
Data Type Description
Short Text : Allows any alphanumeric characters, up to 255 characters
Memo (Long Text) : Large amounts of alphanumeric data
Number : Limited to Numbers only
Date/Time : Allows Dates and/or Times only
AutoNumber : Creates a unique number for each record.
Yes/No :This is a binary field (only two answers, Yes/No, True/False)
OLE Object :Pictures, graphs, or other ActiveX objects from another
Windows-based application.
Attachment : You can attach files such as pictures, documents,
spreadsheets, or charts.
Hyperlink : A link address to a document or file on the Internet, on an
intranet, on a local area network (LAN), or on your local
computer.
Lookup Wizard : The lookup wizard allows you to link the field to another Table
or to type in a list of your own creation.